DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

June 19, 2019

MEMORANDUM FOR DLMS PROCESS REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 1345,

Administrative Update to Convert Federal 856 ASN, 857, 861, and 997 to DLMS 

Implementation Conventions (ICs)

We are forwarding the attached approved administrative change to DLM 4000.25, Defense 

Logistics Management Standards for implementation effective immediately. This administrative 

update does not change or modify any existing procedures.

Addressees may direct questions to Ms. Tonja Daniels-Carter, Contract Administration 

Lead, email Tonja.Daniels-Carter@dla.mil. Others must contact their Component designated 

representative available at www.dlmso.dla.mil/eLibrary/ServicePoints/allpoc.asp.

 HEIDI M. DAVEREDE

 Director

Enterprise Business Standards Office

Attachment

cc:

OUSD(DPC)

ODASD(Logistics)

WAWF PMO
Attachment, ADC 1345

Page 1

Attachment to ADC 1345

Administrative Update to Convert Federal 856 ASN, 857, 861, and 997 to 

DLMS ICs

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Tonja Daniels-Carter, Enterprise Business Standards Office

(EBSO), email: Tonja.Daniels-Carter@dla.mil.

b. Functional POC: Tonja Daniels-Carter, EBSO

2. FUNCTIONAL AREA LOGISTICS AND TRANSACTION CHANGES: 

a. Primary/Secondary Functional Area: Defense Logistics Management Standards

b. Primary/Secondary Functional Process: None

c. Logistics and Transaction Changes (Check All That Apply): 

 Category  Category  Category

Billing Physical Inventory X Contract Admin

Discrepancies / Deficiencies MILSTRAP DoDAAD

Serialization MILSTRIP MAPAD

Small Arms/Light Weapons MRA LMARS

pRFID Disposition X DLM Publications

GFP DOD BRAC

3. REFERENCES:

a. EBSO, Defense Logistics Management Standards Website, DLMS Implement 

Conventions 

https://www.dla.mil/HQ/InformationOperations/DLMS/elibrary/Transformats/140_997/

b. Approved DLMS Change 1344, Administrative Update to Remove Federal 

Implementation Conventions from the EBSO Website

c. DoDD 8190.01E, Defense Logistics Management Standards, January 9, 2015, 

Incorporating Change 2, August 31, 2018 (Current)

d. DoDD 8190.01, DOD Logistics Use of Electronic Data. Interchange (EDI) Standards, 

May 5, 2000 (Original)
Attachment, ADC 1345

Page 2

e. Federal Information Processing Standard (FIPS), 161-2, Electronic Data Interchange 

(EDI) (Issued on May 22, 1996 / withdrawn on September 2, 2008. Federal Register Citation 

Volume and Page: 73FR/51276

4. APPROVED CHANGE:

a. Brief Overview of Change: This change will convert four Federal EDI 

Implementation Conventions (IC) to DLMS ICs and repost them to the DLMS IC section of the 

EBSO Website (Reference 3.a).

b. Background:

(1) A companion Approved DLMS Change (ADC 1344, Reference 3.b.) will 

remove numerous outdated and unused Federal ICs from the EBSO Website (Reference 3.a.). 

The EBSO continues to maintain four Federal ICs to support requirements for the Procurement 

Integrated Enterprise Environment (PIEE), Wide Area Workflow (WAWF) module and the 

Defense Automatic Addressing System (DAAS). These are:

(a) Federal 856 Advance Shipment Notice (ASN), 

(b) Federal 857 Shipment and Billing Notice (No existing DLMS IC), and 

(c) Federal 861 Acceptance Report. 

(d) The Federal 997 Functional Acknowledgement IC is used by DAAS.

(2) DoDD 8190.01E, Defense Logistics Management Standards (DLMS) 

(Reference 3.c.) was reissued “to establish the DLMS as the DoD standard for transactional 

information exchanges among the automated information systems (AISs) that comprise assigned 

business processes of the DoD logistics and global supply chain management system.” 

DoDD 1890.01E also directs the use of DLMS transactions in business functions:

“5. The DoD Component heads:

a. Support the DLMS change management process in accordance with References 

(f) and (g).

b. Uniformly implement the DLMS in all AISs that perform business functions that 

support the global supply chain management system and are covered in References (g), 

(i), and (j).

c. Use the services of the DLMS global services providers to support the AISs that 

perform the business functions covered by References (g), (i), and (j).

d. Use DLMS for ASC X12 transactions with contractors in accordance with the 

Federal Acquisition Regulation, subpart 53.105 (Reference (m)).”

(3) Throughout the 1990s and into the 2000s, the EBSO developed DoD ICs as 

supplements to overarching Federal ICs and contributed to developing the Federal ICs. In the 

2000s, the EDI Standards Management Committee (EDISMC) coordination effort moved under 

the Business Transformation Agency (BTA). The funding for the various standards management 
Attachment, ADC 1345

Page 3

committees was eliminated and at some point in the early to mid-2000s, the coordination effort 

of the Federal EDI Standards Management Coordinating Committee (FESMCC), DoD EDISMC,

ceased to operate. In September 2008, FIPS 161-2 was cancelled and in 2015, an updated DoDD 

8190.01E was issued to reflect the current status.

(4) The EBSO continued to push new and revised versions of the DLMS ICs to 

the BTA for posting on their FedeBiz Website until the BTA was reorganized and the FedeBiz 

Website was no longer maintained in the late 2000s.

c. Approved Administrative Change in Detail:

(1) Revise the existing Federal IC designations to convert the Federal ICs used 

by PIEE/WAWF and DAAS (997) to DLMS ICs. The table below shows the existing and 

revised IC designations. Where there was an existing Federal and DLMS versions, the Federal 

version will retain the existing number with no alpha character and the DLMS versions will have 

“P’ appended. See the table below. Enclosure 1 identifies the updates required to the wording in 

the IC transaction level notes.

(2) In the existing DLMS ICs, (856 ASN and 861), the remaining Federal Notes 

will remain pending further process analysis and collaboration between EBSO and the 

PIEE/WAWF team. The future goal being to validate the existing data requirement and possibly 

combine the existing requirement for dual 856 ASN and 861 Acceptance transactions into single 

DLMS 856 ASN and 861 ICs.

(3) There are no changes to the existing procedures defined in these four ICs. 

d. Revisions to DLM 4000.25 Manuals: None. Several administrative changes are 

identified in ADC 1344 (Reference 3.b.).

e. Proposed Transaction Flow: None

f. Alternatives: None – This is an administrative update to remove documentation to an 

obsolete process.

5. REASON FOR CHANGE: Update obsolete process

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Removes any confusion about what IC is to be used

Number X12 

Version

New 

DLMS IC 

(WAWF)

Existing 

DLMS 

IC

Rev DLMS 

IC 

Title

856 4010 856 856 856P Advance Shipment Notice (ASN)

857 4010 857 None Shipment and Billing Notice

861 4010 861 861 861P Acceptance Report

997 4010 997 None 997 Functional Acknowledgement
Attachment, ADC 1345

Page 4

b. Disadvantages: None

7. IMPACT: 

a. New DLMS Data Elements: None

b. Changes to DLMS Data Elements: None

c. Automated Information Systems (AIS): None

d. Defense Automatic Addressing System (DAAS): None

e. Non-DLM 4000.25 Series Publications: Determined by Components. Some 

administrative updates may be required to the existing PIEE/WAWF documentation.
Enclosure 1, ADC 1345

Page 1

Enclosure 1, IC Change Table 

# Location DLMS 856 (WAWF) (Advance Shipment Notice) 

(Version 4010) Revision

Formerly the Federal 856 ASN

Reason

1. DLMS 

Introductory 

Note

Add a DLMS Introductory Notes section and add a note for ADC 

1345. Update remaining text as shown by bold italics or strike thru:

1. Contractors use this transaction set to send a single Shipment Notice 

(SN).

2. Contractor, Contract Administration Offices (CAOs) and other 

parties, such as Purchasing Offices, Item Managers and Program 

Managers, use this transaction set to provide shipment information to 

designated parties in a contract, Inventory Material Manager, or other 

Service/Agency designated organizations (the latter via their 

Automated Data Processing points). Contractors must transmit a 

Material Inspection and Receiving Report (MIRR, DD Form 250), 

Ship Notice, within one workday of shipment or performance. CAOs 

transmit a Shipment Performance Notice after receipt of a contractor 

transmitted Shipment Notice.

3. Use a single occurrence of this transaction set to report, cancel, or 

correct, either one or more supply (including bulk petroleum) and 

service Shipment Notice or Shipment Performance Notice to one or 

more activities. Use one occurrence of this transaction set to transmit 

single or multiple transactions. 

4. This transaction set does not cover full reporting requirements for 

Tanker/Barge Material Inspection and Receiving Reports.

5. Use this transaction set to send an original Shipment Notice, or to 

cancel or correct a previously transmitted Shipment Notice.

6. The Defense Finance and Accounting Service uses a single 

occurrence of this transaction set to transmit Destination Acceptance 

alert information to ship-to addresses of material shipments requiring 

acceptance at destination.

7. Use a single occurrence of this transaction set to transmit 

destination acceptance alerts for one or more shipments. Do not 

include classified information in the Shipment Notice or Shipment 

Performance Notice.

8. Do not include classified information in the Shipment Notice or 

Shipment Performance Notice.

9. The Defense Contract Management Agency does not send Shipment 

Performance Notices for Army, Navy, and Defense Logistics Agency 

fast pay contracts of $25,000 or less, except when reporting on bulk

petroleum shipments.

10. DoD, Federal and Civil Agency users operating under the Defense 

Logistics Management System (DLMS) must reference the Unit of 

Issue and Purchase Unit Conversion Table and the Transportation 

Convert to a DLMS 

IC and update dated 

text.
Enclosure 1, ADC 1345

Page 2

# Location DLMS 856 (WAWF) (Advance Shipment Notice) 

(Version 4010) Revision

Formerly the Federal 856 ASN

Reason

Mode of Shipment Conversion Table which can be found on the DLA 

Logistics Management Standards web site at www.dla.mil/j-6/dlmso. 

Enterprise Business Standards Office Website at 

https://www.dla.mil/HQ/InformationOperations/DLMS/eApplication

s/dlmsansiconverguides/

11. This transaction set may be used to send Wide Area Workflow

(WAWF) e-Business suite, Invoicing, Receipt, Acceptance and 

Property Transfer (iRAPT), formerly Wide Area Workflow (WAWFRA) Ship Notice/ Manifest documents, (a/k/a Receiving Reports/DD 

Form 250). Please refer to the WAWF iRAPT Implementation Guide 

located at the following website for WAWF iRAPT specific rules and 

edit guidelines, https://wawf.eb.mil. 

12. This transaction may be used to report Unique Identification 

(IUID) information to iRAPT. Refer to the IUID Website at URL: 

http://www.acq.osd.mil/dpap/pdi/uid/index.html for DoD policy and 

business rules.

13. This transaction may be used to provide passive Radio Frequency 

Identification (RFID) tag information as applicable to interior and 

exterior packaging. RFID information may be reported on the 

shipment notice or provided as an addendum to a previously submitted 

shipment notice.

14. This revision to the DLMS IC incorporates Proposed DLMS 

Change and Approved DLMS Change (ADC) listed. PDCs/ADCs are

available from the EBSO Web site: 

http://www.dla.mil/HQ/InformationOperations/DLMS/eLibrary/Cha

nges/processchanges/

- ADC 1345 Administrative Update to Convert Federal 856 ASN, 

857, 861 and 997 to DLMS ICs). ADC 1345 Converts Federal IC 856 

(ASN) to a DLMS IC, 856 (ASN). No transaction usage changes are 

made by ADC 1345.

# Location DLMS 856P (Advance Shipment Notice) 

(Version 4010) Revision

Reason

2. DLMS 

Introductory 

Note

Add ADC 1345 to DLMS Introductory Note 10 with the following:

- ADC 1345, Administrative Update to Convert Federal 856 ASN, 

857, 861 and 997 to DLMS ICs. ADC 1345 renames the existing 

DLMS 856 ASN to 856P ASN. No transaction usage changes are 

made by ADC 1345.

Changing the DLMS 

designation to 856P

ASN
Enclosure 1, ADC 1345

Page 3

# Location DLMS 857 (WAWF) Shipment and Billing Notice 

(Version 4010) Revision

Formerly the Federal 857

Reason

1. DLMS 

Introductory 

Note

Add a DLMS Introductory Notes section and add a note for ADC 

1345.

1. Use this transaction set to provide combined Shipment Notice and 

Commercial Invoice information to Federal Government activities 

responsible for receiving material and activities responsible for 

initiating payment. Transactions involving separate shipment or billing 

information should utilize the appropriate 856 (Ship Notice/Notice 

Manifest) and 810 (Commercial Invoice) transaction sets.

2. This transaction set may be used to send Wide Area Workflow 

(WAWF) Shipment and Billing Notice documents, (a/k/a COMBOs). 

Please refer to the WAWF Implementation Guide located at the 

following website for WAWF specific rules and edit guidelines, 

https://wawf.eb.mil.

3. This transaction may be used to provide unique identification (UID) 

information to WAWF, Refer to the UID web at URL: 

http://www.acq.osd.mil/uid/ for DoD policy and business rules

4. The hierarchical sequence of this transaction set is Shipment level 

information, Order level information, Item level information and 

Unique Identification (UID) level information. WAWF transactions 

may also include the Quality Characteristic loop to identify the human 

readable serial number or UII coupled with the supply condition code.

5. The name Wide Area Workflow (WAWF) e-Business Suite was 

changed to Procurement Integrated Enterprise Environment (PIEE). 

The name for the module Invoicing, Receipt, Acceptance, and 

Property Transfer (iRAPT) was changed to Wide Area Workflow 

(WAWF). This change is reflected in the IC notes.

6. This revision to the DLMS IC incorporates Proposed DLMS 

Change and Approved DLMS Change (ADC) listed. PDCs/ADCs are

available from the EBSO Web site: 

http://www.dla.mil/HQ/InformationOperations/DLMS/eLibrary/Cha

nges/processchanges/

- ADC 1345 Administrative Update to Convert Federal 856 ASN, 

857, 861, and 997 to DLMS ICs. ADC 1345 Converts Federal IC 857 

to a DLMS IC 857. There is no change to the name other than 

changing the prefix from Federal to DLMS. No transaction usage 

changes are made by ADC 1345.

Convert to a DLMS 

IC 
Enclosure 1, ADC 1345

Page 4

# Location DLMS 861 Acceptance Report (WAWF) 

(Version 4010) Revision

Formerly the Federal 861

Reason

1. DLMS 

Introductory 

Note

Add a DLMS Introductory Notes section and add a note for ADC 

1345. Update remaining text as shown by bold italics or strike thru:

1. Receiving activities use this transaction set to report the acceptance 

of material at destination.

2. This transaction may be used to provide unique identification (UID)

information to WAWF-RA. Refer to the UID web at URL: 

http://www.acq.osd.mil/dpap/uid/ for DoD policy and business rules.

3. DoD, Federal and Civil Agency users operating under the Defense 

Logistics Management Systems (DLMS) must reference the Unit of 

Issue and Purchase Unit Conversion Table available at URL:

https://www.dla.mil/HQ/InformationOperations/DLMS/eApplication

s/dlmsansiconverguides/ http://www.dla.mil/j-6/dlmso.

4. This transaction may be used to record source inspection 

information separately or in combination with acceptance report 

information.

5. This transaction may be used to record external acceptance at the 

"box" level or at the consolidated shipment level.

6. This revision to the DLMS IC incorporates Proposed DLMS 

Change and Approved DLMS Change (ADC) listed. PDCs/ADCs are

available from the EBSO Web site: 

http://www.dla.mil/HQ/InformationOperations/DLMS/eLibrary/Cha

nges/processchanges/

- ADC 1345 Administrative Update to Convert Federal 856 ASN, 

857, 861, and 997 to DLMS ICs. ADC 1345 converts the Federal IC 

861 to a DLMS IC 861. No transaction usage changes are made by 

ADC 1345.

Convert to a DLMS 

IC and update dated 

text
Enclosure 1, ADC 1345

Page 5

# Location DLMS 861P Acceptance Report (WAWF) 

(Version 4010) Revision

Reason

1 DLMS 

Introductory 

Note

Add ADC 1345 to the DLMS Introductory Note and update remaining 

text as shown by bold italics or strike thru:

1. This transaction may be used to provide item unique identification 

(IUID) information in accordance with DLMS procedures and OSD

Supply Policy. Refer to the item unique identification (IUID) web at 

URL: http://www.acq.osd.mil/dpap/pdi/uid/ for DoD policy.

2. This Implementation (IC) incorporates the Proposed DLMS Change 

(PDC) and Approved DLMS Change (ADC) listed. PDCs/ADCs are

available from the DLMS Program Office EBSO Website: 

http://www.dla.mil/j-6/dlmso/elibrary/Changes/processchanges.asp

https://www.dla.mil/HQ/InformationOperations/DLMS/elibrary/T

ransformats/140_997/

- ADC 132, Revised Acceptance Report (AR) for Unique 

Identification (UID) and New Shipment/Acceptance Discrepancy 

Explanation Code

- ADC 162, Correction to DSs 4010 856 ASN and 4010 861 

Acceptance Report to Add Missing Qualifiers for Component Unique 

Data Content

- ADC 165, Optional Capability for Sending Information Copy of 

DLMS Supplements 856, 856S, 861, 867I, 870M, 945A, and 947I to a

Component Unique Item Tracking (UIT) Registry (Supply)

- ADC 182, Increased Functionality for DLMS 861, Acceptance 

Report

- ADC 208, Revised Inspection/Acceptance Report (DLMS 

Supplement (DS) 861) to Support Inspection Advice and Shipment 

Level Acceptance

- Organizational Name and Other Non-Substantive (Administrative) 

Updates Completed on December 12, 2014.

- ADC 1136, Revise Unique Item Tracking (UIT) Procedures to 

support DODM 4140.01 UIT Policy and Clarify Requirements 

(Supply)

- ADC 1161, Update uniform Procurement Instrument Identifier 

(PIID) numbering system in the Federal/DLMS Implementation 

Conventions and DLMS Manuals (Supply/Contract Administration)

- Administrative Update to Reflect Realignment to Recognize DLMS 

Program Office Completed on January 25, 2017

- ADC 1345 Administrative Update to Convert Federal 856 ASN, 

857, 861, and 997 to DLMS ICs. ADC 1345 Revises the designation 

of the DLMS 861 to 861P. No transaction usage changes are made 

by ADC 1345.

Changing the DLMS 

designation to 861P
Enclosure 1, ADC 1345

Page 6

# Location DLMS 997 Functional Acknowledgement

Revision

Reason

1. DLMS 

Introductory 

Note

Add a DLMS Introductory Notes section and add a note for ADC 

1345:

1. Use this implementation convention (IC) to acknowledge receipt, 

and acceptance or rejection of a functional group and the transaction 

set(s) contained within it based upon EDI translation software syntax 

edits.

2. This IC incorporates the Proposed DLMS Change (PDC) and 

Approved DLMS Change (ADC) listed. PDCs/ADCs are available 

from the Enterprise Business Standards Office (EBSO) Website:

https://www.dla.mil/HQ/InformationOperations/DLMS/elibrary/Tra

nsformats/140_997/

- ADC 1345 Administrative Update to Convert Federal 856 ASN, 

857, 861, and 997 to DLMS ICs. ADC 1345 converts the Federal IC 

997 to a DLMS IC 997. No transaction usage changes are made by 

ADC 1345.

Convert to a DLMS 

IC and add 

Transaction level 

note